Registrar Office
Welcome to the Registrar Office
The registrar office oversees enrollment and academic recordkeeping for Vaughn College. For individual students (in collaboration with the admissions, financial aid, student accounts offices, and the student success center) the registrar provides services and information to students, faculty, staff, and other constituencies. The office helps students shape a course of study leading to academic and professional fulfillment.
When registering for classes or changing your schedule, enrollment status, major, or needing to access your academic record, assistance is available.
Hours of Operations
- On Campus: Monday and Wednesday, from 8 a.m. to 12:30 p.m. and Tuesday and Thursday from 9 a.m. to 5 p.m.
- Virtual (Zoom): Monday to Friday from 9 a.m. to 5 p.m.
To reach a registrar office representative:
REGISTER FOR CLASSES
Contact the office of admission by appointment only Monday through Friday from 10 a.m. to 6 p.m. Schedule an appointment to meet with our admissions counselors here
Re-enrolling at Vaughn College after more than one semester away?
- Go to the SONIS login page and select “Alumni/Former Student” to login. Click on “Forms” > “FB Forms” > Re- Entry Request Form.”
If you need help with your log in credentials, please refer to the links below. If additional assistance is needed, please contact the IT Department via the Zoom Front Desk. (Monday to Friday 8 a.m. to 5 p.m.)
- How to Reset Your Vaughn Email Account Password
- How to Update Security Protocols Using Multi-Factor Authentication
- Check your Sonis account to see if you have any holds.
- If you have an outstanding balance, contact Student Accounts at or Zoom 935 812 441.
- To make an online payment, log into the Vaughn portal using your Vaughn email and password through the website homepage and click “Online Student Payments” under the Resources section.
- After your re-entry application is processed, an email will be sent to your Vaughn Email account to inform you of the next steps to take to register for classes.
If you are having any difficulty with any of these steps, please contact Sarah Tsang at or 718.429.6600 ext. 303.
1. Get cleared by the financial departments—student accounts and financial aid (remove any holds) by contacting:
Financial Aid
Email:
Hours: Monday to Friday 10 a.m. to 6 p.m.
Zoom Room: 678-686-441
Student Accounts
Email:
Hours: Monday to Friday 10 a.m. to 6 p.m.
Zoom Room: 935-812-441
2. Use the Course Scheduler tool to create your schedule for next semester; choose days and times that you prefer (create a template schedule). NOTE: you are not registered yet.
3. Contact the Advisement Front Desk to speak to your adviser and receive the confirmation/approval of the schedule your created with the course scheduler are appropriate for your program. (approve template schedule and remove ‘Online Registration Hold’).
Advisement Front Desk
Zoom Room: 238-473-6368
- Ruhullah Mehirdel (Aviation and Engineering)
- Janil Garcia (Management and Engineering)
-
Mariaura Almodovar (ATI)
- Your adviser must have released the “Online Registration Hold”. You must have released all other holds (Admission or Outstanding Balance) prior to registering.
- Click Login; then click Student
- USER: SONIS ID
- PASSWORD: Default DOB (MMDDYYYY)
- On the left side of the screen, click on HOLDS
- Accept the Terms and Condition for Online Registration on this screen. Note: For multiple semesters you must accept the term and conditions twice.
- Click on ACADEMICS
- Change Semester and School Year to the period you want to enroll for (default to current semester and school year).
- Select the courses you have on your course scheduler that were approved with your adviser.
- When you are finished adding all your courses, click COMPLETE REGISTRATION PROCESS. NOTE: you are registered now.
- To edit your schedule (add/drop):
- Click the unlined course to delete
- Confirm removal of the course
- Add new course to schedule and click complete registration to finalize registration
If you are having any problems with adding your courses, contact the registrar office via email () or Zoom Room to get help with the online registration process.
Registration
Meet with your academic adviser for assistance with course selection. You can contact your adviser via email or by joining the Advisement Zoom Room (989 7485 1705).
Important Notes:
- Start planning your registration by reviewing if you have any holds on your account by clicking Holds under Academic on Sonis.
- Review your Degree Audit under Academic on Sonis to get familiar with the classes left to complete in your program.
- Laboratory classes have letter “L” in the section name: for example, PO60L or ATC200L.
- Distance learning courses are sections: 30, 31, and 32.
- Hybrid courses have letter “H” in the section: for example, H10 or H1.
- If you plan to receive federal aid and/or New York State TAP, read about the federal aid and TAP rules.
Need Help Getting into a Class?
If you are attempting to enroll in a closed class, a class outside of your curriculum, or you have not met the prerequisite requirement(s), an add/drop form must be completed and approved.
Fill out and sign the add/drop form, request that your adviser approves the form. Email the filled out and signed form to your adviser with your explanation to why you couldn’t register for the course(s). The email must come from your Vaughn College email address and include a legible copy of the add/drop form signed by you. The copy could be a clear scanned copy of photography of the form, or you can use the Fill & Sign tool of the Adobe Acrobat Reader (free to download program) to complete the form. Your adviser will then approve the course(s) and forward the form and your email it to . The Office of the Registrar will register you in the course(s), and you will receive an automatic email confirming your registration into the course(s).
We are here to help you! If you have any questions or need assistance with anything please email .
STUDENT RESOURCES
Add/Drop a Course
To add or drop a course (once classes have begun), you must consult with an adviser and complete an Add/Drop Form during the Add/Drop Period according to the dates listed in the Academic Calendar.
For exact dates of the add/drop period view the Academic Calendar.
Withdrawal and Refunds
For information about refunds and credits due to dropping a course, withdrawing from the institution, or administrative withdraws, please visit the Vaughn College Catalog Refund To Students Who Withdraw.
Withdraw from a Course
To withdraw from a course, you and your adviser must complete an Add/Drop form (drop side), which your adviser will submit to the Office of the Registrar. No withdrawals are allowed after the academic penalty withdrawal period is over. Please review the Academic Calendar to know the exact dates. Withdrawal grades and penalties, if any, are assigned according to the date of withdrawal.
WITHDRAWAL (W) GRADE:
- Official withdrawal during the withdrawal period
- Add/Drop form has been submitted
- Does not affect grade point average (GPA)
- May affect financial aid eligibility (contact financial aid department)
ADMINISTRATIVE WITHDRAWAL (WX) GRADE:
- Withdrawal due to Administrative Reasons or stopped attending by midterm period
- Faculty submitted attendance
- Does not affect grade point average (GPA)
- May affect financial aid eligibility (contact financial aid department)
NEVER ATTENDED (NA) GRADE:
- Registered but Never Attended
- Faculty submitted attendance
- Does not affect grade point average (GPA)
- May affect financial aid eligibility (contact financial aid department)
FAILURE DUE TO EXCESSIVE ABSENCE (FX) GRADE:
- Withdrawal due to excessive absence after midterm
- Faculty submitted grade
- Does affect the grade point average (GPA)
- May affect financial aid eligibility (contact financial aid department)
WITHDRAWAL FROM ALL COURSES
To withdraw from all courses, complete the Total Withdrawal Form. Refer to the Vaughn College Catalog about the tuition liability and financial aid implications.
- Consult with your current adviser and if you are moving to a new department the adviser for the new program, to determine requirements of that major and to make sure you are ready to make the change.
- After receiving your adviser approval and understanding the requirements for the new program, Log on to your Sonis portal.
- Remember to click Submit at the bottom of the form.
- You will receive a confirmation email with what to expect next.
PLEASE NOTE THE FOLLOWING:
- Engineering Students: Department Chair approval is required
- International Students: International Adviser approval is required
- If transferring from the Associate degree to the Bachelor degree, you must have a cumulative 3.0 GPA and two (2) semesters completed.
- The Change of Curriculum fee of $10 will be posted your account. To pay the fee contact a Student Accounts Representative via email or Zoom 935-812-441.
- If you are changing from the Bachelor degree to the Associate degree you MUST speak to the Financial Aid Department about how this will affect your scholarship/financial aid awards. Contact a Financial Aid Representative via email or Zoom 678 686 441.
A transcript is the College’s official statement of a student’s academic record.
The Vaughn College transcript only contains information concerning a student’s academic performance and status at the college. The College adheres to the Family Education Rights and Privacy Act of 1974 and in so doing, a student’s record will not be released without prior consent from the student.
Vaughn College has authorized Parchment to handle transcript requests through the web. A valid major credit card and an email account are required to order a transcript. The cost per transcript (undergraduate OR graduate) is $10.00. (Please note students that attended prior to 1990 cannot order electronic transcript) Transcripts are processed within 1 to 2 business days.
This online service provides the following:
- Convenient access 24 hours a day, seven days a week
- Ability to order as many transcripts as you like in a single session
- Order updates sent via email
- Ability to check order status and ordering history
- Expedited mailing options
- Electronic delivery of transcript to your recipient via secure email
Ordering Transcripts Online
Currently Enrolled Students | Former Students | Alumni:
- Log in to Parchment – Vaughn College
- The site will walk you through placing your order, including delivery options and fees.
VIEWING GRADES
Your grades can be accessed online at Sonis. Click over to Academics and then Schedule to view your midterm and final grade. If you are missing a grade for a course, contact your instructor or the appropriate department chair.
The Vaughn College Catalog provides information on official grades and their equivalent quality points.
DISPUTING GRADES
If you believe that you have received an incorrect grade, notify your instructor that you have a dispute with the grade you received and that you would like to request a change of grade.
- If the instructor agrees that the grade should be change – he or she will complete a Grade Change form and send it along with the appropriate documentation to the chair of the department to sign. Then it will be forward to the Vice President of Academic Affairs for final approval. Once the form has be signed by the instructor, department chair and the Vice President of Academic Affairs, it will be forwarded to the Office of the Registrar where the Grade Change will be processed.
- If the instructor does not agree the grade should be changed – you may initiate a grade appeal. In order to timely commence such a challenge, a student must notify the department chair and instructor in writing no later than 30 days from the start of the fall or spring semester directly following the semester in which the grade in question was assigned. For more information, view the Vaughn College Catalog – Academic Appeals.
THIRD PARTY: OBTAIN AN ENROLLMENT AND DEGREE VERIFICATION
Vaughn College of Aeronautics and Technology has authorized the National Student Clearinghouse to provide enrollment and degree verifications. The National Student Clearinghouse can be contacted at:
- Web: www.degreeverify.org
- Mail: National Student Clearinghouse, 2300 Dulles Station Boulevard, Suite 300, Herndon, VA 20171
The National Student Clearinghouse services has been implemented to provide easier and faster turn-around time.
STUDENT: OBTAIN AN ENROLLMENT VERIFICATION LETTER
To request the Registrar’s Office to fill out any type of verification forms for employment, scholarship, tuition reimbursement, insurance or etc. you must log onto your Sonis portal and fill out the Verification Request – Letter form. You will then email the forms needed to be completed to .
All request will be processed within 24 to 48 business hours. Please note, there could be a longer wait during peak registration periods or if another department must complete the form as well (Example: if the financial aid or student accounts departments must input financials on the form).
Graduation Requirements
To graduate, you must:
- Fulfill all requirements for your degree (as listed in the catalog in effect on the date of admission/re-entry). See our Vaughn College Catalog for the list of required courses for each degree program.
- Meet the minimum cumulative GPA required for your program.
- Undergraduate: minimum 2.00/4.00
- Graduate: minimum 3.00/4.00
- Meet with you Academic Adviser and reviewed your Degree Audit to ensure you are on track to graduate.
- Apply for graduation online via Sonis.
- Fill out the Graduation Declaration Form.
- Receive confirmation email from the Associate Registrar in the Office of the Registrar.
- Comply with application deadline listed on the Academic Calendar.
Apply for Graduation
Graduating students should apply for graduation prior to their final semester. Applying for graduation is separate from your decision to attend Commencement.
- Complete and file an online application to graduate through Sonis by deadline below:
- April 15 – for (Summer) August Graduation
- July 15 – for (Fall) December Graduation
- October 15 – for (Spring) May Graduation
- After your graduation declaration is received, you will receive an email from the Office of the Registrar to the email indicated on your graduation declaration indicating the status of your application. The email will inform you of the following:
- Accepted; Pending Successful Completion: approved for your degree contingent upon successful completion of all in progress work.
- Accepted; Academically Completed: approved for your degree contingent based on the successful completion of your work completed prior.
- Accepted; Moved to Next Graduating period: approved for your degree contingent but outstanding too many credits to be done therefore moved to the next graduating period. You will not need to reapply at this point.
- Denied: you are not ready to apply for graduation at this time and should review your degree audit with your academic adviser to determine when it is the right time to apply for graduation.
If you are unable to apply for graduation or for further information, please contact the Office of the Registrar at (Tel.) 718.429.6600 ext. 212, (Zoom) 421 212 886, or (Email) .
Conferral Date
The conferral date is the default date on which a student’s degree is awarded. The conferral dates for each semester are:
- (Summer) August 26
- (Fall) December 23
- (Spring) May 19
Students will be reviewed by the Office of the Registrar at the end of each semester once final grades are received. The Office of the Registrar has 45 days from the last day of that semester to confer a student’s degree. Students may not be graduated prior to the conferral dates for each term. If a student applies for a graduation period after the 45 days deadline, the student will be moved to the next graduating class even though they have academically completed their degree.
Commencement
Commencement is held once per year at Vaughn College, generally, the third Saturday in May. Students that have graduated in August and December along with the May Candidates can participate in the graduation ceremony. The Office of the Registrar provides the students/alumni names to the Office of Student Affairs. To ensure your name is on the list for commencement, you must apply for graduation on time and be register for the remaining courses in your degree program.
Participation in the Commencement does not imply conferral of a degree. Degrees are finalized and conferred upon a final academic review in the Office of the Registrar.
For more information regarding the commencement; visit the Commencement page.
Getting Your Diploma
The College has partnered with Parchment to print and mail the hard copy degrees to the graduates to the address on record. When the list of graduates is sent to Parchment, the graduates will immediately have access to a free digital credential of the official degree to download, print, and share. The Registrar Office will send an email to the graduates to let them know their degrees are being processed. The graduates will also be sent an email message from Parchment from . The physical degree will be mailed within 4 – 6 weeks.
International students that return home upon completion of their final semester, must make sure to change their address on record to an address they will be able to receive their diploma. It is important to ensure a current address is record to ensure timely delivery of the degree. Address changes can be done with the Office of the Registrar.
If you would like to pick up your diploma, you must contact the Office of the Registrar at no later than one week after the semester you graduate.
All financial and library obligations must be fulfilled to receive your diploma. Degrees (digital and hard copy) will not be released to graduates with an outstanding balance. If there are outstanding financial obligations or other holds remaining on your records to Vaughn College, you must:
- Satisfy all obligations with the Office of Student Accounts and/or the Library Department.
- Upon satisfaction of all obligations, the Office of the Registrar must receive clearance from those department.
- Your diploma will then be mailed to you, or you may request to pick it up from the Office of the Registrar.
If you would like to request that another person pick up your diploma, you must send that person with a signed letter in which you state your full name and the full name of the person who will pick up your diploma. This letter will be kept with your Vaughn College records.
Change of Address
STUDENTS: If you have moved and need to update your records with the college or need to update your Sonis records to match exactly your State License for the FAA, you will be able to do this online using your Sonis portal.
- Log onto Sonis Portal (STUDENT)
- Click on Update Bio – Top or left column under General
- Make the necessary changes – address, phone, cell phone, or secondary email. You can even upload a professional picture of yourself.
- Click Submit
For step by step picture directives click here: Change of Address
WITHDRAWN/ALUMNI: If you are no longer enrolled actively at Vaughn College you will have to fill out the PDF format of the change of address form (Student Information Change Form) and submit the signed form to the Office of the Registrar via email; .
Name Change
STUDENTS/WITHDRAWN/ALUMNI: If you have changed your name or need to updated your Sonis records to match exactly with your documents for the FAA, you must make an appointment to present official documents in person with the Office of the Registrar. We will make copied of your official documents and upload them to your school records.
What you will need to bring with you for this appointment:
- Appropriate (1) piece of documentation for the name change (naturalization certificate, birth certificate, marriage certificate, notarized court document, social security card) WITH a valid not expired identification per chart below must be submitted with the completed and signed Student Information Change Form (the name change portion).
Important Note: Please keep in mind all the documents must match for the change to be done on your Sonis records.
Everything will be presented to the Office of the Registrar. To make an appointment visit Starfish, log in using your Vaughn email and Vaughn email password. Select Your Network and scroll until you see the Office of the Registrar link and make an appointment.
Social Security (SSN) Correction/Update
STUDENTS/WITHDRAWN/ALUMNI: If you need to make a correction to your Social Security number or provide us your Social Security number, you must make an appointment to present the official Social Security card in person with the Office of the Registrar. We will make copies of your official Social Security card and upload it to your school records.
What you will need to bring with you to this appointment:
- Social Security Card (signed)
- Completed and signed Student Information Change Form (the Social Security portion)
Important Note: Please keep in mind for Financial Aid to pay out your financial award money, the Office of the Registrar must have a valid social security number on file for you. You will not get paid your financial money with no social security on file.
Everything will be presented to the Office of the Registrar. To make an appointment visit Starfish, log in using your Vaughn email and Vaughn email password. Select Your Network and scroll until you see the Office of the Registrar link and make an appointment.
FERPA Waiver
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. FERPA is designed to protect the privacy to student’s educational records, to establish student’s right to inspect and review these records, and to provide guidelines for correcting inaccurate data about students. Vaughn College fully complies with this federal act and does not release any records without the student written consent.
If you as a student would like to grant permission for Vaughn College to release or disclose any or some of your records on you behave please fill out the FERPA Waiver. This form will allow the school to speak to representative about specifics of your educational records; examples your student account billing statement or your final grades.
To fill out the FERPA Waiver, you must log onto your Sonis portal and fill out the form labelled FERPA Waiver.
Release of student record information is generally not done at Vaughn College without the expressed, written consent of the student. There are, however, some exceptions.
For example, directory information includes the following, and may be released without the student’s consent: name, local address, home address, email address, local telephone number, college of enrollment, major, campus attended, status (including current enrollment, dates of attendance, full-time/part-time, withdrawn), honors received (e.g., Dean’s List recognition), participation in officially recognized activities and sports, weight and height of members of athletic teams.
Please note that you have the right to withhold the release of directory information. To do so, you must complete the Directory Information form, which is available to you on your Sonis Portal under Forms.
Second Degree Application
STUDENTS/ALUMNI: If you have finished or are in your final semester and would like to continue your studies, you must apply for a second degree. You can do this by logging onto your Sonis Portal.
Graduation Declaration Form
STUDENTS/WITHDRAWN: Graduating students should apply for graduation prior to their final semester. Applying for graduation is separate from your decision to attend Commencement. You will do this by logging onto your Sonis Portal.
To see more information about the Graduation Process please view: Graduation & Diplomas.
Change of Curriculum Form
STUDENTS/WITHDRAWN:
- Consult with your current adviser and if you are moving to a new department the adviser for the new program, to determine requirements of that major and to make sure you are ready to make the change.
- After receiving your adviser approval and understanding the requirements for the new program, log on to your Sonis portal to complete the form.
Verification (Enrollment) Letter
You may need a letter to show proof of enrollment status for your parent’s health insurance, car insurance, or even for your employer (or etc.). We also do third party verification; for example, like unemployment benefits.
In order to receive this letter, you must fill out the Verification Request – Letter on your Sonis Portal under Forms.
Note: All request will be processed within 24 to 48 business hours. Please note, there could be a longer wait during peak registration periods or if another department must complete the any of the form as well (Example: if the financial aid or student accounts departments must input financials on the form).
Taking Courses at Another College or University
Vaughn College recognizes that students may need to take a course at another college and have it transferred toward their Vaughn degree. Students may apply for permission to take courses outside the College only under the following circumstances:
- If the course or courses are not offered at Vaughn College during a given semester.
- If the student plans to be away from the area during a given semester.
Students who plan to take a course at another college must first receive approval from the appropriate academic department chair at Vaughn College by filing an official form, available at the Office of the Registrar, Off-Campus Studies Approval Form.
Students will use this form to identify the exact course they plan to take, the college they propose to attend, and the semester in which the course will be taken. The department chair must verify that the course is equivalent to a Vaughn College course and applicable to curriculum requirements before allowing the student to take the course elsewhere. It is the responsibility of the student to have an official transcript sent to Vaughn College’s Office of the Registrar upon completion of a course taken outside.
Once students have enrolled in a degree program at Vaughn, they may take no more than nine (9) credits toward a bachelor’s degree, or six (6) credits toward an associate degree, at another institution. Additionally, students may take no more than three credits in this manner per year.